Administrative Assistant III

City of Vancouver - CA; Vancouver; Hybrid; CAD 56,000 - 71,000; Full time

Job summary

The City of Vancouver is looking for a Financial Planning & Analysis Assistant to support the Director in various administrative tasks, including scheduling, preparing communications, and coordinating meetings. The ideal candidate will have advanced skills in MS Office, experience supporting senior management, and a commitment to equity and inclusion.

Qualifications

• Minimum 3 years' experience as an Executive Assistant or Executive Administrator required.
• Expertise in using MS suite of tools.
• Ability to work independently without supervision.

Responsibilities

• Handles complex calendar of FP&A Director and prioritizes meetings.
• Prepares materials for FP&A Director for various meetings.
• Coordinates travel and training submissions for FP&A staff.

Skills

Prioritization

Excellent writing

Multi-tasking

Warm communication

Confidentiality

Education

Diploma or equivalent combination of education, training and experience

Tools

MS Outlook

MS Excel

MS Word

MS PowerPoint

Job description

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Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and engaging workplace. Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

The Financial Planning & Analysis Assistant is responsible for an extensive range of administrative services supporting the Director of Financial Planning & Analysis as well as administrative activities in support of the overall business unit.

Specific Duties/Responsibilities

• Handles the complex calendar of the FP&A Director and the Business Unit FP&A Director, scheduling and prioritizing meetings to ensure optimal use of time
• Supports the FP&A Director in creating clear, impactful communications, including PPT presentations, reports and draft emails
• Coordinate leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, following up on action items
• Scheduling of high priority Finance review meetings related to Quarterly reviews, Budget & Service Plan reviews, including Finance Committee meetings and Council budget review meetings, working with CFO Executive Assistant
• Prepares materials for the FP&A Director in advance of the Council, Bid Committee, leadership, all-hands and other meetings.
• Monitors Council Report concurrences & CMM approvals, assigning to staff if required
• Informs FP&A Directors and managers of urgent issues that will require their immediate attention
• Coordinates travel and training submissions for FP&A staff and provides to Director for review and approval
• Reviews and reconciles online purchasing cards statements for the department and coordinates the review of purchasing cards by the Director
• Create shopping carts, and purchase orders, initiates payment of invoices
• Processes reimbursements of expenses for the FP&A Directors and team
• Vacation and attendance tracking for FP&A team
• Responsible for monitoring time entry for FP&A and following up on any time entry issues with the responsible managers and/or payroll
• Coordinates approvals for SAP access requests
• Initiates e-SAFs and e-CAFs for FP&A staff; drafts Job Requisitions as necessary and follows through the approval process and coordinates posting with human resources staff, drafts offer letters using existing templates
• Assists in the orientation and onboarding of new staff; handles new employee setup including equipment, IT and telecom requests, security and new employee forms
• General admin support: org chart updates, Quickfind updates, course registrations, supply orders, working with IT regarding equipment issues, updating email distribution lists
• Safety duties and organizing safety orientation and tracking for new employees
• Backup for CFO Executive Assistant during absences
• Participate in FRS Admin Team activities and projects
  
• Other duties as assigned

Education and Experience:

• Diploma or an equivalent combination of education, training and experience
• Expertise in using MS Outlook, MS suite of tools including Word, Excel, PowerPoint
• Minimum of 3 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required

Knowledge, Skills and Abilities:

• Possesses the ability to prioritize and make independent judgment and action
• Excellent writing skills
• Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment and to cope with the demands of the situation and the needs of the department
• Ability to understand and follow oral and written instructions
• Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport
• Ability to perform thorough, complete and accurate work
• Ability to handle confidential and sensitive matters
• Ability to work independently without supervision, take initiative and be proactive

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department:Finance & Supply Chain Mgmt (1150)

Affiliation:Exempt

Employment Type:Temporary Full Time

Position Start Date: August, 2025

Position End Date: August, 2026

Salary Information: Pay Grade RNG-030: $56567to $70714 per annum

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve . Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.Learn more aboutour commitment to diversity and inclusion .

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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.